Job Description

Were on the lookout for an exceptional Executive Assistant to join us who exudes dedication and professionalism! This is not simply a schedule management position; it involves taking on a variety of administrative duties where your excellence is evident, as you serve as a strategic partner in important matters. Maintaining your composure regardless of matters being handled, who comes in the office & related to the mountains of tasks accomplished in the day; accepting of the intensity they bring is how you excel in this position. The critical thinking & tech capabilities required for this position make you the right hand of our legal counsel team.

Diverse Scope of Work: From managing critical team members schedules to preparing documents/ correspondences. Independently process and manage operational information. This involves managing budgets, and ensuring all materials for meetings are ready. Deal with teams from across the university handling highly sensitive and/or confidential information, youll have varied responsibilities keeping you engaged and challenged. Your organizational skills will be crucial in maintaining the departments efficiency. This is an area that juggles, meaning youll be wearing many hats seamlessly transitioning between all those listed above & then some.

Professional Evolution: Showcase your talents in a role that requires critical thinking, prioritization, and discretion. Take the lead in managing business continuity plans, record retention, and department budgeting. Be an integral part of a team working to handle issues from a range of angles.

If your excellence is searching for fresh challenges, new teammates and a setting where you’re never bored, apply today for this opportunity with us!

Summary of Responsibilities
Provides administrative professional support for the General Counsel and General Counsel attorneys and staff which may include, but is not limited to, scheduling and appointments; coordination of meeting and events; travel arrangements; preparing and editing correspondence, presentations and reports, and preparing expense reimbursements. Leads and manages the business continuity, emergency plan, record retention and budgeting for the department.

Essential Functions

• Maintains General Counsel and General Counsel attorneys and staff schedules by planning and scheduling meetings, conferences, teleconferences, and making travel arrangements, preparing and editing correspondence, presentations and reports, and preparing expense reimbursements.
• Leads and manages the business continuity, emergency plan, record retention and budgeting for the department.
• Prepares or coordinates the preparation of correspondence, forms, reports, presentation materials and other written communications, as required.
• Independently prepares, processes, edits and manages critical legal and operational information, data and documents, which may include finalizing legal correspondence and filings, purchasing, budgets, materials necessary for meetings, special projects and reports.
• Documents meeting notes, keeps records of all proceedings and acts as custodian for all related documentation. Prepares and distributes subsequent correspondence as needed, and follows up on action items to ensure completion.
• Organizes, coordinates, and assists with meetings and events. May include, but is not limited to, setting meeting agendas, creation and distribution of meeting handouts, taking meeting minutes, coordinating meeting invitee lists and attendee accommodations, catering, guest lists, entertainment, supplies, reservations, and set up.
• Coordinates events and schedules for the General Counsel office.
• Interacts with faculty, staff, alumni, government officials and high level University, business, city, county and state administrators.
• Exercises discretion, confidentiality, and judgment when dealing with matters of a sensitive, confidential or personal nature.
• Resolves office problems independently; facilitates and implements solutions.
• Supervises General Counsels Office student assistants.
• Supports and provides back up to Paralegals, Office Manager, and Contract Specialists.

Minimum Education
Bachelors degree in pre-law, accounting, finance, business or related field by hire date

Minimum Experience
Four (4) years of experience working for an executive in an executive office setting or related field

Preferred Experience
Office management and/or experience in a legal office setting
General experience related to accounts payable or handling department billing aspects

Knowledge, Skills and Abilities

• Proficient in general/various administrative skills including standard software systems (Microsoft Office, Adobe, Teams, Zoom)
• Tech savvy especially related to MS Word, Excel & Oulook
• Capable to multitask, support multiple executives, and handle difficult situations
• Knowledgeable with accounts payable
• Ability to prepare/proof various legal documents/ correspondence, forms, reports, and presentation materials with minimal guidance
• Exercises discretion, confidentiality, and professionalism effortlessly. Due to dealing with matters of a sensitive nature especially
• Understands business continuity, record retention and budgeting aspects
• Handles challenges head-on and competence to move through them as a business professional

Pay Info

Range beginning point $55,000/yr, adjusted based on experience

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: administrative assistant, Clerical, executive assistant, legal office, and office manager. Salaries: 40,000 - 60,000.

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